1. Purpose

These guidelines define what HAPA volunteers may and may not do at the Health Fair, and the safety, privacy, and conduct rules everyone follows. They protect our guests, our volunteers, our host church, and HAPA.

The Health Fair is a free community wellness and education event. It is not a clinic. Nothing we do at this event diagnoses disease or treats a patient.

2. Event Overview and Zones

Public hours are 10:00 AM to 4:00 PM. Volunteer shifts run from 7:30 AM setup through 5:30 PM teardown. Expected attendance is 150 to 200 guests.

The Floor Coordinator runs the day and is the single point of contact for any question, problem, or incident. Every zone reports to the Floor Coordinator.

All volunteers attend the 9:00 AM briefing before doors open. Attendance is mandatory, including for volunteers who arrived on the setup shift.

3. Scope of Volunteer Activities

3.1 Permitted activities

• Wellness screening within your role and license, as described in Section 4.
• Educational counseling on medications a guest voluntarily presents for a brown-bag review.
• Answering general questions about medication purpose, typical use, common side effects, storage, expiration, and safe home practices.
• General wellness education — nutrition, hydration, physical activity, fall prevention, medication safety.
• Encouraging a guest to follow up with their own doctor, pharmacist, or a community clinic, and helping them find one.
• Distributing HAPA-approved, plain-language educational handouts.
• Registration, guest flow, hospitality, children's activities, vendor support, photography within Section 10, and setup and teardown.

3.2 Strictly prohibited activities

Volunteers must not:

1. Diagnose any medical or psychological condition, or tell a guest they "have" a disease.
2. Prescribe, adjust, discontinue, substitute, or recommend a change to any prescription or over-the-counter medication, including dose or timing changes.
3. Dispense, administer, prepare, or repackage any medication.
4. Give injections or vaccinations, or perform any invasive procedure other than an authorized fingerstick under Section 4.
5. Perform HIV testing. HIV testing is conducted solely by AIDS Healthcare Foundation staff under AHF's own protocols and oversight.
6. Provide clinical care in an emergency beyond basic first aid, calling for help, and calling 911.
7. Interpret a guest's medical records, lab reports, or imaging.
8. Photograph or record any guest, minor, screening result, or medication without consent per Section 10.
9. Take custody of, remove, or dispose of any guest's medication.
10. Sell, promote, or solicit any product, pharmacy, service, business, or political or religious position.
11. Accept tips, gifts, or gratuities.
12. Provide legal, financial, insurance, or immigration advice. Refer insurance questions to the licensed navigators at their vendor table.
13. Contact a guest after the event for any personal or commercial purpose.
14. Share any guest's name, condition, medications, or story outside the screening team.

3.3 The screening standard — education and referral, not diagnosis

Every screening result is a number and a next step, never a conclusion. Use language that makes this explicit:

"This is a screening, not a diagnosis. Your number today is ____. I'd like you to share this with your doctor, because only they can tell you what it means for you. Here's a card with your result and where you can follow up."

If you do not know the answer to a question, say so and route the guest to the Screening Lead or the Floor Coordinator. Guessing is worse than deferring.

4. Health Screening Rules — Zone A

4.1 Who may perform screenings

Students may escort guests, explain the process, record results on the guest's result card, manage flow, and restock supplies. Students do not perform fingersticks and do not independently counsel guests.

4.2 Regulatory conditions

Fingerstick glucose and cholesterol screening is offered only when it is conducted under a valid CLIA certificate covering this site. All facilities performing laboratory testing on human specimens for health assessment are regulated under CLIA (CDC Laboratory Quality). The Screening Lead confirms the station arrangements at the 9:00 AM briefing. Blood pressure measurement is not laboratory testing and is not affected by this condition.

Florida's test-and-treat statute permits a certified pharmacist to test, screen for, and treat minor, nonchronic conditions under a written protocol with a supervising physician (Florida Statutes 465.1895). HAPA is not operating under that pathway at this event. We screen and refer. No volunteer treats, prescribes, or diagnoses, regardless of individual certification.

4.3 Fingerstick and sharps safety

• Wear fresh gloves for every guest. Change gloves between guests without exception.
• Perform hand hygiene before gloving and after removing gloves.
• Use a single-use, auto-retracting safety lancet for each guest. Never reuse a lancet or a lancing device between guests.
• Drop the used lancet directly into the sharps container at your station. Never set a used lancet on the table, never hand it to anyone, never recap it.
• Each fingerstick station has its own sharps container within arm's reach, plus gloves, alcohol pads, gauze, and bandages.
• Wipe the work surface between guests. Clean up any blood spill immediately using the spill kit and report it to the Screening Lead.
• If you sustain a needlestick or are exposed to blood: stop, wash the area with soap and water immediately, notify the Screening Lead and Floor Coordinator at once, and complete an incident report. HAPA will arrange prompt medical evaluation. Do not finish your shift first.
• Sharps containers are sealed by the Screening Lead at teardown and disposed of per the disposal plan. Sharps never go in regular trash and are never left unattended.

4.4 Communicating results

• Write every result on the guest's result card and give them the card. The card is theirs to keep and take to their doctor.
• Give the number, the reference range, and the next step. Do not characterize the guest.
• Do not compare one guest's results to another's, and do not discuss any guest's results where others can hear.
• If a guest declines a screening, or changes their mind partway, stop immediately and thank them.

4.5 Urgent findings and referral

A guest with a blood pressure reading higher than 180/120 mm Hg is in the range the American Heart Association defines as a hypertensive crisis; if that reading is accompanied by chest pain, shortness of breath, back pain, numbness or weakness, vision change, or difficulty speaking, it is a medical emergency requiring 911 (American Heart Association).

Escalation procedure for any urgent finding:

1. Stay calm and stay with the guest. Do not alarm them or the room.
2. Signal the Screening Lead immediately — the Screening Lead, a licensed pharmacist, makes every escalation decision.
3. Re-measure after the guest has rested, per the Screening Lead's direction.
4. If symptoms accompany the reading, call 911 and notify the Floor Coordinator and church staff. Clear a path for responders.
5. If there are no symptoms, the Screening Lead advises same-day or prompt medical care and documents the referral. Do not let the guest simply walk away without the conversation.
6. Log every urgent finding on the Incident & Referral Log before you leave for the day.

The Screening Lead confirms the exact glucose and cholesterol referral thresholds at the 9:00 AM briefing and posts them at each station. Do not apply thresholds from memory or from another event. Volunteers escalate to the Screening Lead rather than deciding independently.

5. Students and Supervision

• Every student works under a named licensed pharmacist. If you do not know who supervises you, ask the Floor Coordinator before you start.
• Students may observe, ask clarifying questions, take non-identifying notes for their own learning, record results as directed, and assist with flow, setup, and handouts.
• Students do not perform fingersticks, do not counsel independently, and do not answer clinical questions on their own. Routing a question to your supervising pharmacist is the correct, professional answer.
• Students wanting service-hour documentation sign in and out accurately on the Volunteer Sign-In / Sign-Out Sheet. HAPA will not certify hours that were not recorded.

6. Volunteers Under 18

• Volunteers under 18 must have a parent or guardian signature on the signature sheet before starting.
• Minors are assigned to the Kids & Family Zone, registration, hospitality, or setup and teardown. Minors are never assigned to screening stations and never handle sharps, blood, or medications.
• Minors work within sight of an assigned adult volunteer at all times and do not leave the venue alone during their shift.
• Girl Scout Troop 1040 members participate under the supervision of their own troop leaders, who remain responsible for their scouts. HAPA coordinates with troop leadership rather than supervising scouts directly.
• No adult volunteer is ever alone and unobserved with a child who is not their own.

7. Eligibility and Credentialing

Before a volunteer's first shift, HAPA verifies and records:

• Government-issued photo ID.
• For pharmacists: an active, unencumbered Florida pharmacist license, verified against the Florida Department of Health license lookup, with license number and expiration on file.
• For students: current enrollment verification or a valid school ID from an accredited pharmacy or pre-pharmacy program.
• A signed Volunteer Agreement & Code of Conduct.
• A parent or guardian signature for any volunteer under 18.
• Emergency contact information.

A volunteer whose license cannot be verified may still serve in a non-clinical role, but not in Zone A.

8. Conduct and Professionalism

• Arrive on time. If you are delayed, call the Floor Coordinator — do not simply show up late or not at all. A no-show leaves a station empty.
• Wear your HAPA volunteer t-shirt and name badge, and closed-toe shoes. No open-toe shoes in Zone A or on the setup and teardown crews.
• Greet every guest. Ask how they wish to be addressed. Speak the guest's preferred language when you can — Haitian Creole, English, or French.
• Be patient. Many guests will be elderly, anxious about their numbers, or unfamiliar with screenings. Never rush a guest.
• Keep personal phone use out of guest interactions.
• Remember you are a guest of Stanton Memorial Baptist Church. Follow the church's house rules, respect the sanctuary and all posted restrictions, and treat church staff and volunteers as partners.
• No alcohol, no tobacco or vaping on church property, and no volunteering under the influence of any impairing substance.
• Eat during your break in the designated area, not at your station. Food and drink stay away from screening surfaces and sharps.
• If you must leave early, tell the Floor Coordinator so your station can be covered.

9. Privacy and Confidentiality

• Screening results belong to the guest. The guest keeps the result card.
• HAPA retains only de-identified aggregate counts for reporting to sponsors, grantors, and partners — for example, "142 guests screened, 38 referred for elevated blood pressure." No names, no identifying detail.
• Position screening stations so results and conversations are not visible or audible to the next guest in line. Ask the Floor Coordinator to adjust the layout if a station is too exposed.
• Do not discuss any guest outside the screening team. Not in the parking lot, not in the group chat, not after the event.
• Sign-in sheets, result logs, and any paperwork containing a guest's name are collected by the Floor Coordinator at teardown. Do not take them home.
• Volunteers do not access any guest's medical records or pharmacy records.

10. Photography, Video, and Social Media

We want great photos of this event. We get them the right way.

• Only volunteers assigned to the photographer / social media role take photos for HAPA. Other volunteers may take personal photos only within these same rules.
• Ask before you shoot. Verbal consent from any adult who is the subject of a photo.
• Children require a parent or guardian's written consent before being photographed. The registration table maintains the photo-consent list and issues a visible marker for children who may be photographed. If you cannot confirm consent, do not photograph the child.
• Never photograph a screening result, a result card, a medication label, a sign-in sheet, or a guest's paperwork.
• Never photograph anyone mid-fingerstick, or any guest who appears distressed or unwell.
• Never photograph the HIV testing area or anyone entering or leaving it. This is absolute.
• Do not post any image that identifies a guest's health status or implies a diagnosis.
• Post from official HAPA accounts, or send images to the social media lead. Do not post guests to personal accounts.
• If anyone asks to have their photo deleted, delete it immediately and confirm that you did.

11. Safety, Infection Control, and Emergencies

• Do not attend if you have had fever, respiratory symptoms, vomiting, diarrhea, or any communicable illness in the previous 24 hours. Call the Floor Coordinator instead — this protects guests who may be elderly or immunocompromised.
• Hand hygiene before and after every guest interaction.
• Wear a mask if you have any respiratory symptom, if a guest requests it, or if working in close contact in Zone A.
• Know where the first aid kit, AED, fire exits, and restrooms are before doors open. The Floor Coordinator covers these at the briefing.
• Medical emergency: call 911, notify the Floor Coordinator and church staff immediately, and clear space. Provide care only within your training and certification. Do not move a person who may be injured.
• Lost child: notify the Floor Coordinator immediately and stay where you are with any child who is lost. The Floor Coordinator manages a lost-child protocol with the registration table and church staff. Do not take a child to search for a parent.
• Behavioral incident or unsafe person: do not engage or attempt to remove anyone yourself. Notify the Floor Coordinator, who works with church staff and calls law enforcement if needed.
• Suspected abuse or neglect: report to the Floor Coordinator and the HAPA President. HAPA leadership handles mandatory reporting through proper channels.
• Heat and hydration: drink water on your shift. Setup and teardown crews working outdoors take shade breaks. Tell the Floor Coordinator if you feel unwell.
• Every incident, however minor, is documented on the Incident & Referral Log before you leave for the day.

12. Brown-Bag Medication Review Rules

• Guests bring their own medications in a bag they keep control of.
• The pharmacist looks at medications and labels. Do not open sealed packaging, do not remove pills, do not repackage, and do not take any medication from the guest.
• If a medication appears expired, damaged, duplicated, or unclear, note it on the guest's referral note and advise them to discuss it with their prescriber or pharmacist. Do not tell the guest to stop taking it.
• Do not take custody of controlled substances under any circumstance, and do not count or inventory them.
• HAPA does not collect or dispose of medications at this event. If a guest asks about disposal, give them the drug take-back information handout.

13. Vendors, Conflicts of Interest, and Solicitation

• Volunteers do not promote their own employer, pharmacy, practice, or business at the event.
• If you have a professional relationship with a guest, or a personal relationship that makes a screening awkward, ask another volunteer to handle it.
• Vendors may educate, demonstrate, distribute materials, capture leads, and book appointments. Vendors may not conduct on-site sales, dispense prescriptions, or provide medical treatment. Report any violation to the vendor liaison or Floor Coordinator rather than confronting the vendor yourself.
• Volunteers do not accept payment, gifts, or gratuities from vendors or guests.

14. Non-Discrimination and Language Access

HAPA serves every guest equally regardless of race, national origin, language, religion, gender, sexual orientation, disability, age, immigration status, insurance status, or ability to pay.

• We do not ask about immigration status. Ever. Not at registration, not at a screening station, not on any form. If a guest raises a concern about it, reassure them that we do not collect it.
• Every service at this event is free. No guest is asked for insurance or payment.
• Route Haitian Creole and French speakers to a volunteer who speaks their language rather than proceeding through a language barrier. The registration table tracks who is available.
• Anyone who violates this section is removed from the event.

15. Documentation

Sign in and out accurately. Your recorded hours are the basis for service-hour verification, and for HCA Healthcare Volunteer Incentive Program submissions where applicable.

16. Enforcement

Failure to follow these guidelines may result in immediate removal from the event and from future HAPA volunteer programs. For licensed pharmacists, conduct that falls below professional standards may be reported to the Florida Board of Pharmacy where warranted. HAPA takes any guest, church, or partner concern about a volunteer seriously and investigates promptly.

17. Key Contacts

On event day, the Floor Coordinator is your first contact for everything. You will meet them at the 9:00 AM briefing.

18. Acknowledgment

All volunteers sign the Volunteer Agreement & Code of Conduct at check-in, confirming they have read and will follow these guidelines. The full text of that agreement is below so you can read it in advance.