Weather Cancellation Policy

At Generation SERVE, the safety of our volunteers is always our top priority. While we believe in the value of showing up — even in a little rain or chill — we will cancel any activity in the event of severe or unsafe weather.

Our General Guidelines:

  • We follow a simple rule of thumb — if it’s safe enough for elementary school recess, it’s safe enough for us! That means:
  • Volunteers should be dressed appropriately for the weather (raincoats, sunscreen, layers, etc.)
  • If protective clothing makes it safe to proceed, we typically continue with the activity.

We Will Cancel If:

  • Lightning or thunder is in the area
  • Temperatures are dangerously high or below freezing
  • Severe weather alerts are issued that may put families at risk
  • Our community partner’s policies require cancellation
  • If we decide to cancel an activity due to weather, we will send an email to the registered address at least one hour before the start time.

No cancellation email? Assume the activity is ON.

We monitor weather conditions closely — often right up to the hour before the event — using updated radar and forecasts. If you haven’t received a cancellation email one hour before your event, please plan to attend.

Your Comfort Matters

We understand that every family has different comfort levels when it comes to weather. If you feel that an activity isn’t a good fit for your family due to forecasted conditions, you’re always welcome to cancel your RSVP.

Please remember to cancel if you choose not to attend — this helps our Activity Leaders and nonprofit partners plan accordingly and ensures we can still fulfill the goals of the activity with the volunteers present.

Activity Cancellation Policy

At Generation SERVE, we do everything we can to ensure that our activities run as planned. However, from time to time, we may need to cancel an activity due to situations beyond our control. These can include:

  • Unexpected issues at the host site (e.g., loss of electricity, flooding, or closure)
  • Emergencies or staffing shortages with our nonprofit partners
  • Safety concerns that arise suddenly
  • Other unforeseen circumstances that prevent us from safely or effectively holding the activity

When Cancellations Happen

If we must cancel an activity, our team will notify all registered participants as soon as possible. We send cancellation notices via email using the contact information listed in your Generation SERVE account. Please ensure your family’s contact information is current and check your email regularly on activity days.

Refund Policy

While most Generation SERVE activities are free to attend, we offer a few fee-based programs such as Little Helpers and special events like Parent’s Night Out. These programs help us provide unique, hands-on service opportunities while supporting our nonprofit operations.

To ensure fairness and help us plan effectively, we follow this refund policy for all paid programs:

Refunds (minus a processing fee) are available up to two weeks before the program start date.

After that two-week window, program fees become non-refundable, as materials, staffing, and planning are finalized.

Please note: Ticket and table purchases for our signature fundraising events, such as Big Night Out, are subject to separate policies.

Fee Assistance

If the cost of a program presents a barrier for your family, fee assistance is available upon request. We are happy to provide support and will do our best to accommodate your needs. Requests are kept confidential and assessed on a case-by-case basis.

To request fee assistance, please email us at contact@generationserve.org with the subject line “Fee Assistance Request”. Our team will follow up with next steps.

Paperwork and Processing Fees

We will sign up to two requested forms per year without a processing fee, so be sure to request signatures strategically. Please allow 5-7 days for us to complete any needed forms.

Generation SERVE charges a $30 expedited fee for each request beyond two per calendar year, or for any expedited requests. This fee must be paid before processing begins. To request these services, please email us at contact@generationserve.org with the subject line “Expedited Fee Request”.

Group Event Policy

At Generation SERVE, our mission is rooted in engaging all youth in volunteerism. Because our organization focuses primarily on creating publicly accessible service opportunities, we do not organize private activities reserved exclusively for schools, youth groups, or scout troops without a programming fee.

If a group of families from a school, troop, or other community network would like to volunteer together, we encourage each individual family to register independently for the same activity through our monthly calendar when it opens. This ensures that our opportunities remain inclusive and aligned with our family-focused approach.

We partner with corporate groups and organizations to offer custom service opportunities for teams or employee engagement. These group opportunities are subject to the following guidelines:

Group Volunteering Guidelines for Corporate & Organizational Partners:

Advance Planning: Please submit your request at least 4–6 weeks before your desired date to allow time for coordination with our nonprofit partners.

Group Size: Ideal group sizes vary depending on the type of activity. We will help identify a service project that suits your group’s size, goals, and interests.

Cost Consideration: While our public programming remains free for families, we are a nonprofit ourselves. Customized group service experiences include a programming fee to support staff time, planning, and any necessary materials.

Ready to Get Started?

To inquire about group volunteering for your company or organization, please email development@generationserve.org with the subject line “Group Volunteering Request.” Include details such as the name of your organization, number of participants, age range, and preferred dates.

Volunteer in Good Standing Policy

At Generation SERVE, we are proud to offer youth service opportunities that help build stronger communities and compassionate leaders. To maintain access to our volunteer activities, special programs, and other organizational privileges, we ask all our participants to remain Volunteers in Good Standing.

Being a Volunteer in Good Standing means that you and your family:

Support our mission and values by being respectful, dependable, and thoughtful while volunteering.

Follow our policies and procedures for each of our programs, including RSVPing at least one adult family member and one child for our Family Volunteering Program activities.

Register your family accurately in our system, with correct names and ages for each participant and avoid duplicate RSVPs to the same activity.

RSVP responsibly and cancel every time you cannot attend as planned, so that other families can step in to fulfill the need.

Follow age requirements and safety rules outlined for each activity.

Follow guidelines carefully when submitting SERVE at Home forms or logging PVSA hours from outside organizations.

Respond to feedback by making needed changes when contacted by Generation SERVE staff to protect our valuable staff time and ensure we adhere to our mission.

Why Is This Important?

Our nonprofit partners rely on us as an organization to keep our promises, complete projects, and set a positive example for youth service. Following our guidelines helps us keep programs running smoothly, create meaningful service experiences, and build trust with the community.

If a volunteer does not follow our policies and does not make changes after being contacted by Generation SERVE staff, their family may lose access to our programs until the concern is resolved.

Consequences of Not Remaining a Volunteer in Good Standing

Generation SERVE is committed to creating safe, respectful, and meaningful service experiences for everyone in our programs. When a volunteer or household does not follow our policies and procedures — and does not make the necessary changes after being contacted by our staff — we may apply consequences to support program integrity and fairness to others.

If a household falls out of good standing, one or more of the following steps may be taken:

Cancellation of RSVPs that do not align with our participation requirements, such as only RSVPing children and youth to a Family Volunteering activity.

Remove service hours for events attended in violation of our policies.

Limited access to programming, which may include the cancellation of any upcoming RSVP, the inability to RSVP for the next calendar release, and/or a complete pause on the household’s account for a month or longer.

PVSA outside service hours privileges may be revoked and/or Generation SERVE may withhold submitting PVSA award applications on behalf of volunteers not in good standing.

In more chronic cases, individual volunteers may be restricted from attending Generation SERVE events or a family’s entire household may be removed from active participation.

We also reserve the right to apply immediate consequences — including any of the above — in the case of egregious behavior, including but not limited to:

Putting the physical or mental safety of staff or volunteers at risk.

Creating or contributing to a hostile or unsafe environment.

Our goal is always to encourage learning, accountability, and a path back to good standing whenever possible.

Court-Ordered Community Service Policy

Generation SERVE does not facilitate or coordinate court-ordered community service hours for adults because it is not in alignment with our main service model and mission. If you are seeking to fulfill court-mandated service requirements, we recommend contacting local government or probation offices for approved community service programs.

General PVSA Program Policies

Generation SERVE’s role as a certifying organization for the President’s Volunteer Service Award is speciality programming in extension of our main mission and vision, not core programming. Our organization is a non-profit dedicated to spark youth volunteerism in our local community; therefore, we apply for the PVSA on behalf of our organization’s youth volunteers aged 19 and younger who live in our local Austin service area, including Travis and the surrounding counties (Williamson, Bastrop, Caldwell, and Hays).

The Generation SERVE PVSA program sets specific deadlines and eligibility requirements to ensure we meet the national program’s guidelines and to ensure our staff members can manage our regular programming along with the demands of this speciality program. Please note that meeting all deadlines and requirements — including those related to PVSA Outside Hours submission — is essential for award consideration. Submissions that do not meet these criteria will not be eligible for verification or inclusion in Generation SERVE’s PVSA award process. Carefully review all of the details on our PVSA page proactively to ensure compliance and qualification.

TAB Application and Membership Policies

Equitable Application Process

Our Teen Advisory Board application process is designed to be fair, inclusive, and unbiased. Applications are reviewed using standardized criteria and best practices to promote equity. To reduce bias, all identifying information is removed from written applications before review. Current TAB members and officers participate as key reviewers, while final decisions are approved by the Teen Service Program Manager and Executive Director. We also maintain strict confidentiality—applicant information is shared only with those involved in the process and handled responsibly throughout.

Here are a few examples of our standard practices for the TAB application process:

Standardized Evaluation Criteria: All written applications are reviewed using a common rubric aligned with TAB goals and values. This ensures each applicant is assessed based on the same set of criteria, reducing subjectivity.

Holistic Review: We evaluate applicants based on a wide range of qualities, including leadership potential, commitment to service, collaborative spirit, and unique perspectives. We recognize that excellence can manifest in many forms beyond academic or extracurricular achievements.

Bias-Aware Reviewers: All individuals involved in the review and interview processes are provided guidance on recognizing and mitigating unconscious bias. We work to ensure diverse perspectives are represented in decision-making and in the eventual make-up of TAB itself.

During the group interview stage:

Structured Group Activities: Interviews are conducted in small groups using structured activities that reflect real-world TAB experiences, helping applicants demonstrate collaboration, communication, and problem-solving skills.

Supportive Environment: Interviews are designed to be welcoming and low-pressure. We prioritize creating a space where every applicant can be their authentic self and feel respected.

Maintaining TAB Enrollment throughout the Service Year

Clear expectations and responsibilities for TAB members are outlined on the TAB webpage, application process, and foundational documents. TAB members are expected to meet those requirements and expectations throughout the service year to maintain enrollment in the program, and to proactively communicate any issues that arise that may impact their ability to meet those expectations.

We understand that life can get busy, and we’re here to support our teens. If a TAB member is struggling to meet their commitments, they may first receive coaching and guidance from the Committee Chairperson and/or the Teen Service Program Manager. This includes checking in, problem-solving, and working together on strategies for improvement.

However, if the issues continue and expectations are not met over time, a TAB member may be asked to step down from the board. This decision is never made lightly and is handled with care and respect for the teen’s efforts and circumstances.